Step 3 - Adding Stock & Equipment into BigChange

Understanding Stock and Equipment

Stock

Stock refers to consumable items used or sold during jobs. These items can include multiples of screws, pipes, bolts etc. These items do not have serial numbers, and you can add multiple quantities of each into the BigChange system.

Equipment

Equipment consists of individual serialised items, such as boilers, CCTV cameras, or tools. These items are either allocated to staff or maintained as assets for customers, such as alarm systems and boilers.

Once you have setup your Product Categories and makes and models you can now add the stock and equipment items into the system and allocate a location.

Adding Stock & Equipment

• Select Stock & Equipment on the top menu.

• Select 'Add stock or equipment'.

• Complete the popup window with make, model, serial numbers, and other relevant details.
• Determine Stock or Equipment status and Sold or Not Sold status.
• Select condition, chargeable rates, purchase date, notes, location, and attachments.

1. Make & model * - This is the make and model, as set up in the previous section. If you begin typing the make and model, the system will display all makes and models which match the words you are typing.
2. Serial number * - This is the serial number assigned to item or the barcode.
3. Alt serial number - This gives you the opportunity to add, for example, the manufacturer's serial number
4. Supplier serial number - The serial number used by the Supplier
5. Customer serial number - The serial number which the customer attributes to this item. Although numbers 3-5 are non-mandatory, when all are completed they offer complete traceability for the item and make it much easier to find.
6. Type - Select whether you wish to add this item as Stock or Equipment,  bearing in mind that Stock is for items such as nuts and bolts and Equipment is for items such as tools and machines.
7. Status - The Sold or Not Sold status determines whether the cost/selling price is brought through to the Financial Documents when you have added the item to a job.
8. Condition - This will help you determine whether the item is New, Used or Refurbished.
9. Usage - For items which are chargeable on an hourly, daily or weekly rate, for example, this can be added here; it can also be updated from the tablet.
10. Creation date - You can select a date that the Stock/Equipment was purchased or created. If you do not enter a date, the system will populate this with today’s date.
11. Notes - These are notes for the item. This only appears on serialised items.
12. Location - Here you can select where the Stock/Equipment is located.
13. Attachments - You can add attachments to the stock from here, eg a photo of the item, or a receipt/delivery note. This is only for non-consumable items.

If a specific make and model related to consumable items is chosen, the available options update to those shown below. You can then add a quantity, and all serial numbers are removed.

Setting a Location for Stock & Equipment

Managing Item Locations

• Select an item and press Edit to modify location.
• Choose from three options in the Location field:
  1. At Contact: Assign to a specific Contact location.
  2. On vehicle: Allocate to van stock or individual’s vehicle.
  3. Allocated to item: Assign to another item, such as a machine part.
• Start typing a vehicle registration for example and a list will appear to select the right one.

Stock and equipment list view

By navigating to STock & Equipment on the top menu you will see a list of all staock and equipment in the system.

There are 4 menu items:

1. Stock Items - These are all the consumable stock items in the system.
2. Equipment - These are all the serialised assets or equipment in the system.
3. Consignment - Please refer to the seperate article on Consignments. 
4. Systems - Please refer to the seperate article on Setting up a stock Systems.

Under each menu item there are options to perform additional tasks, such as:

1. Filter - Filter stock items by contact for example.
2. Display - Select the number of stock items to display in the list view.
3. Reset filters - This resets the current filtered selection.
4. Save current view as favourite - Please refer to seperate article on Favourite Views.
5. Import - Import stock and equipment into BigChange.
6. Export - Export a spreadsheet of stock and equipment in BigChange.

List view

In the list view you are able to see a quick glance all stock and equipment by:

1. Make
2. Model
3. Model number
4. Serial number
5. Quantity
6. Usage
7. Selling price
8. Creation date
9. Location